Stanford University · 23 hours ago
Administrative Associate, Faculty Support Services
Stanford, CA
Full-time
Onsite
Mid Level
$24.62/hr - $39.46/hr
4+ years expStanford University is seeking a full-time Administrative Associate for the Graduate School of Education to provide diversified support for faculty and research initiatives. This role involves managing complex academic and operational activities, maintaining records, and ensuring projects progress in alignment with institutional standards.
EducationHigher EducationUniversities
No H1B
Responsibilities
Provide comprehensive administrative support to assigned faculty, lecturers, and research initiatives, enabling progress on teaching, research, and programmatic obligations
Manage complex calendars, scheduling priorities, and meeting logistics; anticipate conflicts and resolve issues independently when possible
Draft, edit, format, and maintain academic and administrative materials including correspondence, reports, presentations, course materials, and internal documentation
Coordinate faculty travel, reimbursements, payments for visitors and speakers, and procurement of supplies and services in accordance with university policies
Serve as an informed point of contact for faculty, visitors, and collaborators, responding to inquiries with professionalism and discretion
Provide project coordination support for multifaceted initiatives by tracking timelines, deliverables, and milestones
Prepare and organize internal and external-facing materials to support communication, documentation, and reporting needs
Support background research and information gathering to inform academic or operational work, including literature reviews or archival materials as needed
Maintain organized records, shared files, and documentation to ensure continuity, transparency, and accessibility
Support future planning by monitoring project progress, identifying dependencies, and flagging issues or risks
Maintain and update external-facing and internal materials (e.g., websites, shared resources, reports) to ensure accuracy, consistency, accessibility, and alignment with established standards
Support the preparation of materials intended for public or stakeholder audiences, including editing for clarity, organization, and effective communication
Manage version control and ensure that published or shared materials reflect current and approved information
Provide administrative and logistical support for meetings, events, and convenings, including scheduling, agenda preparation, note-taking, and follow-up tracking
Develop and maintain project management tools (e.g., timelines, task lists) to support effective planning and execution
Coordinate across stakeholders to ensure clear communication, alignment on deliverables, and timely completion of tasks
Support the development of analytical and narrative reports by compiling information, synthesizing content, and organizing findings
Assist with the creation of data summaries and visualizations to support clear and effective communication
Contribute to peer review, editing, and design of reports and resources to enhance usability and readability
Process, track, and reconcile complex financial transactions in accordance with university policies and procedures
Prepare reports and spreadsheets using standard office and institutional systems
Coordinate vendor interactions, purchasing, and expense tracking related to administrative and programmatic activities
Maintain accurate operational records and support audit-ready documentation practices
Qualification
Required
High school diploma and four years of administrative experience
Excellent communication skills (verbal and written)
Very strong interpersonal skills and a customer-service orientation
Ability to coordinate and manage multiple projects with competing priorities, meet deadlines and project plans with short- and long-term end dates
Exceptional organizational skills and attention to detail
Demonstrated success in following through and completing projects
Ability to take initiative and ownership of projects, while still being open to new and creative solutions
Advanced computer skills with a working knowledge of applications such as Excel, Word, PowerPoint, Project Management Software
Ability to routinely and independently exercise sound judgment in making decisions
Preferred
Bachelor's Degree preferred
Benefits
Career development programs
Tuition reimbursement
Superb retirement plans
Generous time-off
Family care resources
Health care benefits
Free commuter programs
Ridesharing incentives
Discounts
Company
Stanford University
Stanford University is a teaching and research university that focuses on graduate programs in law, medicine, education, and business.
10001+ employees
Funding
Current Stage
Late StageTotal Funding
$26.52MKey Investors
National Institutes of HealthCalifornia Institute for Regenerative MedicineGRAMMY Museum
2025-09-08Grant
2025-01-30Grant· $5.6M
2023-08-17Grant
Leadership Team
Nadia Roumani
Co-founder and Senior Designer, Designing for Social Systems (DSS) Program, d.school
Howard Wolf
Vice President for Alumni Affairs
Recent News
2026-01-03
2025-12-22
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